MINISTRY OF FINANCE, PLANNING AND ECONOMIC DEVELOPMENT

REPUBLIC OF UGANDA MINISTRY OF FINANCE, PLANNING AND ECONOMIC DEVELOPMENT (The Second Financial Management and Accountability Programme) Pre-Qualification of Providers for Design, Supply, Configuration and Training of a Computerized Education Management and Accounting System (CEMAS) in Public Universities and Tertiary Institutions Ref: MoFPED/FINMAP II/SUPP/11-12/00106 JULY 2012 Ministry of Finance, Planning & Economic Development Plot 2/12 Apollo Kaggwa Road P.O. Box 8147 Tel: 256-414-707900: Fax: 256-414-250 005 Email: finmap@finance.go.ug Website: www.finance.go.ug.

TABLE OF CONTENTS PART I: GENERAL... 3 1.1 Scope of Application... 3 1.2 Source of Funds... 3 1.3 Corrupt Practices... 3 PART II: INSTRUCTIONS TO PROVIDERS... 5 2.1 Introduction... 5 2.2 Objectives... 5 2.3 Eligible Applicants and Countries... 5 2.4 Cost of Applying... 7 2.5 Clarification of Pre- qualification Documents... 7 2.6 Amendment of Pre- qualification Document... 7 PART III: PREPARATION OF APPLICATIONS... 9 3.1 Language of Application... 9 3.2 Documents Establishing Applicant s Eligibility and Qualifications... 9 3.3 Format and Signing of Applications... 9 PART IV: SUBMISSION OF APPLICATIONS... 10 4.1 Sealing and Labelling of Applications... 10 4.2 Deadline for Submission of Applications... 10 4.3 Late Applications... 10 PART V: OPENING AND EVALUATION OF APPLICATIONS... 11 5.1 Opening of Applications by the Ministry of Finance, Planning and Economic Development... 11 5.2 Evaluation of Applications:... 11 5.3 Clarification of Applications... 11 5.4 Contacting the Procuring and Disposing Entity... 11 5.5 Confidentiality... 12 PART VI: PRE- QUALIFYING... 13 6.1 Notification to the Pre- qualified Applicants... 13 6.2 Inspection... 13 6.3 Currency... 13 6.4 Changes in Qualifications of Applicants... 13 ANNEX A: FORM A1: APPLICATION SUBMISSION SHEET... 14 ANNEX B: STATEMENT OF REQUIREMENTS... 23 1.0 INTRODUCTION... 23 1.0 2. ASSIGNMENT OBJECTIVES... 23 2.0... 25 3.0 4.0 KEY OUTPUTS... 25 4.0 5.0 INPUTS BY THE SYSTEM VENDOR... 25 ANNEX C: EVALUATION CRITERIA... 27 2

PART I: GENERAL 1.1 Scope of Application 1.1.1 The Procuring and Disposing Entity invites applications for the pre-qualification of Providers for Design, Supply, Configuration and Training of a Computerized Education Management and Accounting System (CEMAS) in Public Universities and Tertiary Institutions as described in Annex B. 1.1.2 throughout this document: (a) (b) Applicant means the bidder submitting an application; and Application means a bid or submission to be short-listed as defined in the Public Procurement and Disposal of Public Assets Act and Regulations, 2003 of the Government of Uganda. 1.2 Source of Funds 1.2.1 The Procuring and Disposing Entity has an approved budget from Government funds towards the cost of the procurements described in Appendix B. The Procuring and Disposing Entity intends to use these funds for payments under the contract resulting from the bidding for which this pre- qualification is conducted. 1.3 Corrupt Practices 1.3.1 It is the Government of Uganda s policy to require that Procuring and Disposing Entities, as well as Applicants, and Providers, observe the highest standards of ethics during procurement and the execution of contracts. In pursuit of this policy, the Government of Uganda represented by the Public Procurement and Disposal of Public Assets Authority (herein referred to as the Authority): (a) defines, for the purposes of this provision, the terms set forth below as follows: (i) (ii) corrupt practice includes the offering, giving, receiving, or soliciting of anything of value to influence the action of a public official in the procurement process or in contract execution; and fraudulent practice includes a misrepresentation of facts in order to influence a procurement process or the execution of a contract to the detriment of the Procuring and Disposing Entity, and includes collusive practices among Providers prior to or after bid submission designed to establish bid prices at artificial, non competitive levels and to deprive the Procuring and Disposing Entity of the benefits of free and open competition; 3

(b) will reject a recommendation for award if it determines that the Bidder recommended for award has engaged in corrupt or fraudulent practices in competing for the Contract; and (c) will suspend a Provider from engaging in any public procurement proceeding for a stated period of time, if it at any time determines that the Provider has engaged in corrupt or fraudulent practices in competing for, or in executing, a Government contract. 1.3.2 In pursuit of the policy, the Government of Uganda requires representatives of both the Procuring and Disposing Entity and of Providers to adhere to the relevant codes of ethical conduct. The Code of Ethical Conduct for Providers is available from the Authority and Providers are required to indicate their acceptance of this code through the declarations in the Application Submission Sheet. 4

PART II: INSTRUCTIONS TO PROVIDERS 2.1 Introduction The Government of the Republic of Uganda represented by the Ministry of Finance, Planning and Economic Development (MoFPED)- The Second Financial Management and Accountability Pprogramme (FINMAP II) will evaluate and pre-qualify all eligible providers for Design, Supply, Configuration and Training of a Computerized Education Management and Accounting System (CEMAS) in Public Universities and Tertiary Institutions. Once a firm has been pre-qualified, it will be invited to submit a bid for the provision of the supplies and related services. The Ministry of Finance, Planning and Economic Development (MoFPED) reserves the right to add similar types of supplies and related services to the list in Appendix B. 2.2 Objectives The Ministry of Finance, Planning and Economic Development (MoFPED) invites sealed prequalification applications from reputable providers for Design, Supply, Configuration and Training of a Computerized Education Management and Accounting System (CEMAS) in Public Universities and Tertiary Institutions. 2.3 Eligible Applicants and Countries 2.3.1 An Applicant, and all parties constituting the Applicant, shall meet the following criteria to be eligible to participate in public procurement: (a) (b) (c) (d) (e) the applicant has the legal capacity to enter into a contract; the applicant is not: (i) (ii) (iii) (iv) insolvent; in receivership; bankrupt; or being wound up the applicant s business activities have not been suspended; the applicant is not the subject of legal proceedings for any of the circumstances in (b); and the applicant has fulfilled his or her obligations to pay taxes and social security contributions. 2.3.2 All countries are eligible except countries subject to the following provisions. A country shall not be eligible if: (a) as a matter of law or official regulation, the Government of Uganda prohibits commercial relations with that country, provided that the Government of Uganda is satisfied that such exclusion does not preclude effective competition for the provision of supplies or related services required; or 5

(b) by an act of compliance with a decision of the United Nations Security Council taken under Chapter VII of the Charter of the United Nations, the Government of Uganda prohibits any import of Supplies from that country or any payments to persons or entities in that country. 2.3.3 An Applicant shall be a natural person, private entity, government-owned entity, subject to 2.3.9, or any combination of them with the formal intent to enter into an agreement or under an existing agreement in the form of a joint venture, consortium or association. In the case of a joint venture, consortium or association, unless otherwise specified in the Application Submission Sheet, all parties shall be jointly and severally liable. 2.3.4 An Applicant and all parties constituting the Applicant shall have the nationality of an eligible country. An Applicant shall be deemed to have the nationality of a country if the Applicant is a citizen, or is constituted, incorporated or registered and operates in conformity with the provisions of the laws of that country. 2.3.5 This criterion shall also apply to the determination of the nationality of proposed subcontractors or providers for any part of the Contract including related services. 2.3.6 Applicants shall not have a conflict of interest. All Applicants found to be in conflict of interest shall be disqualified. Applicants shall be considered to have a conflict of interest with one or more parties in this pre- qualification process, if they: (a) (b) (c) (d) (e) have controlling shareholders in common; or receive or have received any direct or indirect subsidy from any of them; or have the same legal representative for purposes of this application; or have a relationship with each other, directly or through common third parties, that puts them in a position to have access to information about or influence on the application of another Applicant, or influence the decision of the Procuring and Disposing Entity regarding this short listing process; or participated as a consultant in the preparation of the design or technical specifications of the works, services or supplies that are the subject of this short listing. 2.3.7 A firm shall submit only one bid in the same bidding process, either individually as a Bidder or as a partner of a joint venture. No firm can be a subcontractor while submitting a bid individually or as a party of a joint venture in the same bidding process. A firm, if acting in the capacity of Subcontractor in any bid, may participate in more than one bid, but only in that capacity. A Bidder who submits, or participates in, more than one bid will cause all the proposals in which the Bidder has participated to be disqualified. 2.3.8 A firm that is under a declaration of suspension by the Authority at the date of submission of the application or thereafter, shall be disqualified. 2.3.9 Government-owned entities in Uganda shall be eligible only if they can establish that they are legally and financially autonomous, and operate under commercial law, and that they are not a dependent agency of the Procuring and Disposing Entity. 6

2.3.10 Applicants shall provide such evidence of their continued eligibility satisfactory to the Procuring and Disposing Entity, as the Procuring and Disposing Entity shall reasonably request. 2.4 Cost of Applying The Applicant shall bear all costs associated with the preparation and submission of its Application, and the Procuring and Disposing Entity will in no case be responsible or liable for those costs, regardless of the conduct or outcome of the pre- qualification process. 2.5 Clarification of Pre- qualification Documents A prospective Applicant requiring any clarification of the pre- qualification documents may notify the Procuring and Disposing Entity in writing at the client s address indicated below. The Procuring and Disposing Entity will respond in writing to any request for clarification on the pre- qualification documents, which it receives no later than seven (7) days prior to the deadline for the submission of Applications. Written copies of the response (including an explanation of the query but without identifying the source of inquiry) will be sent to all prospective applicants that have received the pre- qualification documents. For clarification purposes only, the Procuring and Disposing Entity s address is: The Permanent Secretary/Secretary to the Treasury Ministry of Finance, Planning & Economic Development Street Address: Plot 2/12 Apollo Kaggwa Road Floor/Room number: Finance Building, 3rd Floor, Room 3.4 Town/City: Kampala Postal Code/P O Box 8147 Country: Uganda Telephone: 256-414-707900 Facsimile number: 256-414-250005 Electronic Mail Address: finmap@finance.go.ug Attention: The Programme Coordinator, The Second Financial Management and Accountability Programme (FINMAP II) 2.6 Amendment of Pre- qualification Document 2.6.1 At any time prior to the deadline for submission of applications, the Procuring and Disposing Entity may amend the Pre- qualification Document by issuing addenda. 2.6.2 Any addendum issued shall be part of the Pre- qualification Document and shall be communicated in writing to all who have obtained the pre- qualification document from the Procuring and Disposing Entity. 7

2.6.3 To give prospective Applicants reasonable time to take an addendum into account in preparing their applications, the Procuring and Disposing Entity may, at its discretion, extend the deadline for the submission of applications. 8

PART III: PREPARATION OF APPLICATIONS 3.1 Language of Application The Application prepared by the Applicant, as well as all correspondence and documents relating to the Application exchanged by the Applicant and the Procuring and Disposing Entity shall be written in English. Supporting documents and printed literature provided by the Applicant may be in another language provided they are accompanied by an accurate translation of the relevant passages in English, in which case, for purposes of interpretation of the Application, the translation shall govern. 3.2 Documents Establishing Applicant s Eligibility and Qualifications The Applicant shall provide as part of its Application, the documentary evidence of the Applicant's legal status, financial, technical and production capability to provide the services if a contract is awarded in the format provided in the Application Submission Sheet (Forms A1 A7). Failure to provide the required information shall result in disqualification. 3.3 Format and Signing of Applications 3.3.1 The Applicant is requested to submit its Pre- qualification Documents (included in Annex A) in (a) sealed envelope(s) marked: Pre- qualification Documents for Design, Supply, Configuration and Training of a Computerized Education Management and Accounting System (CEMAS) in Public Universities and Tertiary Institutions One original copy of the application shall be submitted together with 4 (Four). 3.3.2 The original and the copies of the Application shall be typed or written in indelible ink, and shall be signed by the Applicant or a person or persons duly authorized to sign the pre- qualification documents. All pages of the Application, except for un amended printed literature, shall be initialed by the person or persons signing the Application and each page numbered. 3.3.3 Any interlineations, erasures, or overwriting shall be valid only if they are initialed by the person or persons signing the Application. 3.3.4 All Pages of the proposal MUST be numbered sequentially starting with page number one (1) being the cover page. 9

PART IV: SUBMISSION OF APPLICATIONS 4.1 Sealing and Labelling of Applications 4.1.1 The Pre- qualification Application shall be composed of one envelope marked Prequalification Document for Provision of Software for Design, Supply, Configuration and Training of a Computerized Education Management and Accounting System (CEMAS) in Public Universities and Tertiary Institutions to the Ministry of Finance, Planning and Economic Development. It shall contain one (1) original (marked Original ) and two (2) copies (marked Copy ). 4.1.2 For application submission purposes only, the Procuring and Disposing Entity s address is: The Programme Coordinator The Second Financial Management and Accountability Programme Ministry of Finance, Planning and Economic Development Street Address: Plot 2/12 Apollo Kaggwa Road Floor/Room number: Floor 3 Room 3.4 Town/City: Kampala Postal Code: P.O. Box 8147 Country: Uganda The deadline for bid submission is: Date: 20 August 2012 Time: 3:00 pm 4.1.3 The envelope shall also indicate the name and address of the Applicant to enable the Application to be returned unopened in case it is declared late. 4.1.4 If the envelope is not sealed and marked as required by Clause 4.1, the Procuring and Disposing Entity will assume no responsibility for the Applications misplacement or premature opening. 4.2 Deadline for Submission of Applications Applications must be received by Procuring and Disposing Entity at the address specified under Clause 4.1.2 no later than 3:00 pm on 20 August 2012. 4.3 Late Applications Any Application received after the deadline for submission of Applications prescribed by the Procuring and Disposing Entity will be rejected and returned unopened to the Applicant. 10

PART V: OPENING AND EVALUATION OF APPLICATIONS 5.1 Opening of Applications by the Procuring and Disposing Entity 5.1.1 The Procuring and Disposing Entity will read out Applicants particulars in the presence of Applicants' representatives who choose to attend, on the 20 August 2012 starting at 3:15pm. The Applicants' representatives who choose to attend shall sign a register as evidence for their attendance. 5.1.2 No Application shall be rejected at Application opening, except for late Applications, which shall be returned unopened to the Applicants. 5.1.3 The Procuring and Disposing Entity will prepare minutes for the Application opening. 5.2 Evaluation of Applications: (a) The Procuring and Disposing Entity will carry out the evaluation of proposals on the basis of their responsiveness to: Legal Status Financial Position Technical capacity Specific evaluation criteria for each category as given in Appendix C. (b) Any application that fails to meet the requirements in 5.2 (a) will be considered unsuitable and shall be rejected at this stage. The Procuring and Disposing Entity shall notify the Applicant of the rejection of their application. 5.3 Clarification of Applications 5.3.1 During evaluation of the Applications, the Procuring and Disposing Entity may, at its discretion, ask the Applicant for clarification of its Application. A request for clarification shall be signed and sent to a bidder by the chairperson of the evaluation committee and all requests for clarifications shall be copied to all bidders for information purposes only and noted in the evaluation report. 5.3.2 A bidder shall be instructed to reply to clarifications in writing within a specified time, addressing their responses to the head of the procurement and disposal unit. 5.3.3 The head of the procurement and disposal unit shall ensure that all replies are promptly forwarded to the chairperson of the evaluation committee. 5.3.4 Failure of a bidder to respond to a request for clarification may result in the rejection of its bid. 5.4 Contacting the Procuring and Disposing Entity 5.4.1 No Applicant shall contact the Procuring and Disposing Entity on any matter relating to its Application from the time of Application opening to pre- qualification of Applicants. 11

5.4.2 Any effort by the Applicant to influence the Procuring and Disposing Entity in its decisions on the Application evaluation may result in the rejection of the Application. 5.5 Confidentiality 5.5.1 Information relating to the evaluation of applications, and recommendation for prequalification, shall not be disclosed to Applicants or any other persons not officially concerned with such process until the notification of pre- qualification is made to all Applicants. 5.5.2 From the deadline for submission of applications to the time of notification of the results of the pre- qualification, any Applicant that wishes to contact the Procuring and Disposing Entity on any matter related to the pre- qualification process, may do so but only in writing. 12

PART VI: PRE- QUALIFYING 6.1 Notification to the Pre- qualified Applicants The Procuring and Disposing Entity will notify all Applicants in writing that they have been pre- qualified to provide Software for Design, Supply, Configuration and Training of a Computerized Education Management and Accounting System (CEMAS) in Public Universities and Tertiary Institutions. 6.2 Inspection The Procuring and Disposing Entity reserves the right to conduct a physical inspection of the premises of the Applicant at its own cost and discretion. If, after the inspection, it is deemed that the physical structure and quality of service equipment is unsatisfactory, then the Application will be rejected. The Procuring and Disposing Entity reserves the right to verify all information submitted. 6.3 Currency All monetary/financial information furnished, must be quoted in Uganda Shillings or any freely convertible currency. 6.4 Changes in Qualifications of Applicants 6.4.1 Applicants and those subsequently pre- qualified or conditionally pre- qualified, shall inform the Procuring and Disposing Entity of any material change in information that might affect their qualification status. Providers shall be required to update key prequalification information at the time of bidding. 6.4.2 Prior to award of contract, the best evaluated bidder will be required to confirm its continued qualified status in a post-qualification review process. 13

ANNEX A: FORM A1: APPLICATION SUBMISSION SHEET Date: [insert day, month, year] To: [insert full name of Procuring and Disposing Entity] We, the undersigned declare that: (a) We have examined and have no reservations to the short listing document, including Addenda No:..., [insert the number and issuing date of each Addenda]; (b) We hereby apply to be short listed for the following works, services or supplies: Reference Number Description of Works, Services or Supplies (c) We, including any subcontractors or providers for any part of the contract or contracts resulting from this short listing process, are eligible to participate in public procurement; (d) We undertake to abide by the Code of Ethical Conduct for Providers and Providers during the procurement process and the execution of any resulting contract; (e) We, including any subcontractors or providers for any part of the contract or contracts resulting from this short listing process, have nationals from the following eligible countries [insert the nationality of the Applicant, including that of all parties in case of a joint venture and the nationality of any subcontractors, if applicable]; (f) We, including any subcontractors or providers for any part of the contract or contracts resulting from this short listing process do not have any conflict of interest, and are not associated, nor have been associated in the past, directly or indirectly, with the consultant or any other entity that has prepared the design or technical specifications of the Supplies; (g) We, our affiliates or subsidiaries, including any subcontractors for any part of the contract or contracts resulting from this short listing process, have not been suspended by the Public Procurement and Disposal of Public Assets Authority in Uganda from participating in public procurement; (h) We are not a government owned entity, or if we are, we meet the requirements of 2.3.9. 14

(i) We declare that the following commissions, gratuities, or fees have been paid or are to be paid with respect to the short listing process, the corresponding bidding process or execution of the Contract: [insert complete name of each Recipient, their full address, the reason for which each commission or gratuity was paid and the amount and currency of each such commission or gratuity. If none has been paid or is to be paid, indicate none.] Name of Recipient Address Purpose/Reason Amount & currency (j) We understand that you may amend the scope and value of any contracts to be bid or cancel the short listing process at any time and that you are neither bound to accept any application that you may receive nor to invite the short listed applicants to bid for the contract or contracts, which are the subject of this short listing, without incurring any liability to the Applicants; (k) We understand that qualification information will be subject to verification through a postqualification process prior to any award of contract; (l) We hereby authorise you and your authorised representatives, to conduct any enquiries or investigations to verify the statements, documents and information submitted in connection with this application and to seek clarification from our bankers and clients regarding any financial and technical aspects. This Application Submission Sheet will also serve as authorisation to any individual or authorised representative of any institution referred to in the supporting information to provide such information deemed necessary and as requested by yourselves to verify statement s and information provided in this application. Signed: [signature of person whose name and capacity are shown below] Name: [insert complete name of person signing the application] In the capacity of [insert legal capacity of person signing the application] Duly authorised to sign the application for and on behalf of: [insert complete name of Applicant/Joint Venture] Dated on day of, [insert date of signing] 15

1 Name of Company: [insert full legal name] FORM A2: APPLICANT INFORMATION SHEET Physical address: [insert street/ number/ town or city/ country] STRUCTURE AND ORGANIZATION Postal address: Telephone number: Telefax number: Email: 2 Description of the Company s activities: 3 Number of years of experience in the provision of the works, services or supplies under reference 16

4 In case of a Joint Venture, the following documentation shall be required for each member of the joint venture: a. a copy of the Bidder s Trading license or equivalent; b. a copy of the Bidder s Certificate of Registration or equivalent; c. a copy of the Bidders VAT registration or equivalent; d. Power of Attorney of the signatory(ies) of the bid authorizing signature of the bid on behalf of the joint venture; e. a copy of the Joint Venture Agreement, which is legally binding on all partners, showing that all partners shall be jointly and severally liable and one of the partners will be nominated as being in charge, authorised to incur liabilities, and receive instructions for and on behalf of any and all partners of the joint venture. The Applicant s authorised representative for information is: Name: [insert full legal name] Address: [insert street/ number/ town or city/ country] Telephone/Fax numbers: [insert telephone/fax numbers, including country and city codes] E-mail address: [indicate e-mail address] 5 Describe your company s access from other sources (name the sources/companies) to works, services or supplies it does not carry out or does not have in stock, and the delivery schedule in these cases 6 What is the time schedule of providing and completing the works, services or supplies being applied for? 7 Please indicate here or attach an organization chart showing the company structure including key personnel 8 What are the specific company certifications? 9 Please indicate other additional works, services or supplies that the company can provide 17

FORM A3: FINANCIAL STATEMENT 1. Share capital Authorized share capital: 2. Annual value of business under taken in the last two years Year Turn over 3. Approximate value of current work related to this type of works, services or supplies 4. Please attach copies of the company s audited accounts for the previous two years (profit/loss, assets/liabilities) and any financial data, which you consider to be useful in the pre-qualifying. Please list all the attachments below. 5. Name and address of Bankers from which references can be obtained and authority to seek references 18

FORM A4: RESOURCES: PERSONNEL 1. Number of staff Management staff: Technical staff: Support staff: 2. Please list the proposed key personnel and management staff available for the assignment. Name Qualification Years of relevant experience 19

FORM A5: RESOURCES: PROVIDERS EQUIPMENT AND FACILITIES On the basis of the information provided in the pre- qualification documents, please indicate equipment and facilities considered by your firm to be necessary for undertaking the contract and whether this is already in the company s ownership or will be purchased. 20

FORM A6: EXPERIENCE: RELEVANT PROJECTS COMPLETED Please fill in information about the relevant/similar contracts completed over the past three years. Name Employer & full address of the employer Description of Contracts Total Contract Price Start date Date of Completion The applicant MUST attach evidence of performance of the above contracts either in the form of reference letters from the clients, copies of signed off contract or certificate of completion. This is applicable for both completed and current similar assignments. EXPERIENCE: CURRENT RELEVANT CONTRACTS Please fill in information about the current relevant contracts being executed. Name Employer Description of Contract Contract Price Value completed and certified 21

FORM A7: LEGAL STATUS 1 Enclose a copy of the Memorandum and Articles of Association or its equivalent. A separate list of Directors/Partners/Proprietors should be attached. A joint venture agreement should be attached where applicable. 2 Enclose a copy of the Certificate of Incorporation or its equivalent. 3 Enclose a copy of the Power of Attorney or Notarized Power of Attorney for foreign firms who shall be the sign the short listing application. 4 Enclose an income tax clearance certificate or equivalent. Not Applicable 5 Please enclose a copy of a Trading License or its equivalent for the current year 2012. 6 Please enclose a copy of your firm s insurance policy coverage (optional). 7 Please enclose a copy of your firm s ISO or other quality assurance certificate, if any, or any other relevant information. 22

ANNEX B: STATEMENT OF REQUIREMENTS 1.0 INTRODUCTION Government of Uganda has been implementing various public expenditure reform programs with a view to improve fiscal management and service delivery. In order to effectively implement these reforms, the government has made critical decisions to modernize the fiscal processes using better methods, techniques and Information Technology (IT) to enable and support the respective systems. Notable among these reforms are the implementation of; - Integrated Financial Management System[IFMS], - Electronic Funds Transfer [EFT], - Straight Through Process [STP], - Output Budgeting Tool [OBT], - Integrated Personnel and Payroll System [IPPS]. However, these reforms have not specifically targeted the public universities and as a result concerns have been raised by stakeholders such as the Auditor General and Parliament regarding the financial management capacity of public universities to respond to the changing needs of various stakeholders. In order to address these concerns, Government of Uganda has embarked on an exercise that will bring onboard a competent vendor to supply, install, and support an integrated Computerized Education Management and Accounting System (CEMAS) in all the existing public universities in Uganda, including back-up support. 2.0 ASSIGNMENT OBJECTIVES The main objective of the assignment is to establish a reliable, robust and high performing integrated Computerized Education management and Accounting system in all public universities and self accounting tertiary institutions in Uganda (PUSATIs). The product should be able to contribute to the improvement of the educational and financial management processes and hence enhance efficiency, effectiveness, transparency and accountability in Public Universities and Self accounting Tertiary Institutions. 2.1 Specific Objectives The specific objectives are: i. To supply and install the relevant integrated software that will cover a) Budgetary planning, preparation, execution, monitoring, and reporting; b) Revenue and receivables management; c) Procurement-to-Payment Cycle Management; d) Human Resources and Payroll Management; e) Cash and reconciliation Management; f) Assets and estates/fleet Management; g) Financial Accounting and Reporting; 23

h) Education Management(Student, Academic Registrar, Dean of Students, Library, accommodation, Student & staff Welfare etc); ii. Health records management. Ensure that all the key modules are customised with the respective universities iii. Provide the relevant technical support iv. Software Purchase, Customization and Vendor support. 3.0 SCOPE OF THE ASSIGNMENT The successful firm will be expected to supply and install an integrated and automated suite of core modules that incorporate the entire student life cycle and Financial Management Processes. The system shall focus on internal processes, technology and people (users and support group). Key processes to be automated will include: a. Library Services; b. Dean of Students (Student Accommodation and Welfare) c. Estates Management d. Social and Academic Research, e. Teaching and Learning f. E-Learning g. Hospital/Health centres h. Academic Registrar i. Finance/Bursar j. Internal Audit k. Human Resource Management l. MIS/ICT support services All modules are expected to be fully integrated with logical interfaces with other auxiliary systems like the IPPS, IFMS, EFT, STP and OBT The successful firm shall undertake; a. Functional and Technical Requirements validation b. System Design, Implementation, Testing and deployment of the system c. Data conversion and migration from legacy systems to the new system d. Technical and end-user training; e. communicating with internal and external stakeholders; f. Change management g. Support arrangement, h. Monitoring and evaluation measures. i. Designing and setting up the necessary ICT infrastructure such as LAN/WAN etc general ICT infrastructure readiness for the PUSATIs The project will cover the current seven Public Universities and one university yet to be operationalized that include: a) Makerere University, Kampala b) Makerere University Business School c) Kyambogo University d) Busitema University 24

e) Uganda Management Institute f) Mbarara University of Science and Technology g) Gulu University h) Muni University (yet to be operationalzed) It should be noted that the Universities are at varying levels of automation with various dissimilar ICT system implementations that address only specific business process needs/requirements. Most of the universities have invested in data communications infrastructure and software that can be used in the proposed integrated system with minimal infrastructural investments. 4.0 KEY OUTPUTS The core outputs of the CEMAS Project shall include the following: a) Design, Development, customization, and Deployment of CEMAS to all eight Public Universities in a phased manner b) User training, Training Materials, Operations Manuals c) Conversion and migration of all existing data (both manual and electronic) from legacy systems to CEMAS d) Change Management Workshops and FAQs Automation of all Core Business Processes to ensure real-time availability of information, fast transaction processing, effective commitment, control mechanism and financial reporting e) Interfaces with the IPPS, IFMS, and EFT, STP and OBT and selected legacy systems at the respective Universities. f) Improved networking and exchange of information among private universities g) Improved financial and education management, and administration within the public universities h) CEMAS to be used as the main system for education management and accounting in all public universities and self accounting tertiary institutions. 5.0 INPUTS BY THE SYSTEM VENDOR The main input by the vendor is supply and installation of a Public Universities Integrated Computerized Education management and Accounting system software package and related ICT Hardware. The proposed system should be able to incorporate at least 90% of the key business processes outlined in the scope of assignment above at the time of submission of this prequalification documents and a proposal of how all the rest of the modules will be covered. The system capability should include but not limited to; a) providing a complete audit trail of all transactions performed on the System and CRUD (Create, Read, Update, Delete) operations performed on the underlying master data running a separate audit trail in each module without affecting processing in any of the other modules b) Producing reports based on user-defined parameters (i.e. based on details held about individual activities, periods etc). c) All modules are expected to be fully integrated with logical interfaces with other auxiliary systems like the IPPS, IFMS, EFT, STP, and OBT. Etc 25

The System should be robust enough to support concurrent connections both from within the Universities (On campus) and outside (off campus)the System should be able to allow pluggingin of other sub-systems without requiring undergoing major changes. 6.0 INPUTS BY THE CLIENT Government of Uganda has existing infrastructure which can be used in this project for communication and electronic data exchange. The infrastructure includes the MoFPED Data centre, the Disaster recovery site and the National Backbone based on high bandwidth fibre optic cable implementation. The implementation strategy will pursue a centralized scenario where processing of all data from the institutions takes place at a central data centre hosted by GoU/MoFPED. In order to expedite the implementation of this project, Government has come up with a tentative system design that will be used at this stage by the provider for purposes of submission of the application. Communications and connectivity to all campuses shall be the responsibility of the client. ICT/MIS departments shall ensure that non functional networking infrastructure is identified for replacement. Servers at the Data Centre and the universities shall be a responsibility of the client 7.0 KEY REQUIREMENTS FOR THE VENDOR Interested firm(s) must: i. Submit a brief capability statement detailing with supporting documents how they are qualified to carry out the assignment; ii. Clearly indicate the software they intend to supply and install iii. Ownership and authority to submit the software under this project must clearly be indicated; iv. Proposed methodology and work plan on how they will carry out the assignment. v. Indicate how soon ( No. of days) the vendor(s) will be ready to take on the assignment in their submission and how long they will take to complete the assignment; vi. Comments and modifications if any, on the specific tasks and terms of reference of the assignment and the key outputs/deliverables in their submission; vii. Details of institutions where the proposed software is currently in use. viii. Authority to contact and visit the cited reference institutions ix. Brief on the human resource capability clearly indicating Permanent and hired staff available for the assignment. x. The service provider will be required to submit a CD with demonstrations on how the proposed system will function. At the discretion of the client, the service provider may be invited to demonstrate on the functionality of the system. 26

ANNEX C: EVALUATION CRITERIA The evaluation criteria will be based on four main areas namely eligibility, experience, capacity, technical and quality requirements. The following are what the Procuring and Disposing Entity shall use as evaluation criteria for the pre- qualification exercise under consideration: Eligibility General Eligibility Nationality Conflict of Interest Suspension Government owned entity Origin of Supplies Historical Contract Performance Capacity Experience of the firm in similar assignments indicating the value of contract Disputes if any Financial position, indicate the business turnover for the last two years Current Commitments Technical and Quality Requirements Product and Facility Registrations Proposed methodology and its suitability to address the requirements Quality Assurance Capacity to meet the technical requirements indicated in the terms of reference Experience Experience of staff Qualifications and Competence of proposed staff 27